2016 Spencer Handbook

Table of Contents

MISCELLANEOUS

TRAVEL POLICY The purpose of this policy is to allow for travel arrangements that conserve funds, provide uniform treatment, and allow travel in a manner that is dignified and reflects credit on the City. This policy is applicable for all travel expenses incurred on behalf of the City by its employees (full-time and part-time), elected officials, appointed Boards and Commissions, and volunteer firemen. A. City Vehicles – City vehicles, when available, shall be used for travel when distances, time requirements, or other justification warrants it. Gasoline, repairs, and other expenses attributable to the vehicles are reimbursable and paid receipts must be submitted to the Finance Dept. Tolls, parking, and garage charges are also reimbursable. Receipts must be submitted, for reimbursement, to the Finance Dept. Personal vehicles shall only be used when a City vehicle is not available. B. Mileage for Travel – Federal allowance will be used for travel by private automobile. Tolls, parking, and garage charges (verified by receipt) are eligible for reimbursement. When two or more people travel in the same vehicle, reimbursement shall be paid to the owner of the vehicle. Mileage determinations will be checked. C. Commercial Transportation – Commercial carrier fares shall be limited to “coach” or “economy” fares when such services are the most feasible and are approved by the City Manager. Busses, taxi’s, etc. will also be allowed when necessary, with tips, not to exceed 15%. Receipts for transportation costs are required if reimbursement is requested. D. Meal Reimbursement – The City may provide reimbursement for meals for employees who are out of town on City business upon the presentation of actual itemized receipts for such meals and tips not to exceed 15%. The City Manager may establish rates for individual meal allowances if he so desires. This reimbursement is not applicable if meal expenses are included within the conference registration fee. No reimbursement will be made for the purchase of alcohol beverages. In town Business meals – The City will reimburse the employee for the cost of in-town business meals, with the approval of the City Manager. The purpose of the meal is to meet with a consultant, business owner or other person or group to conduct city business. Payment of a meal for a donor under the gift law is 54